Procurement Buyer- Meetings and Events

About the role

The Meetings & Events Specialist is responsible for the planning, sourcing, contracting, execution, on-site support, and budgeting of a wide variety of meetings and events including, but not limited to, business meetings, associate engagement events, philanthropic events, internal café events and international programs.

Responsibilities

• Create, manage, and execute small- and large-scale meetings and events as assigned
• Lead planning and execution for domestic and international meetings and events, including international travel logistics and operational coordination
• Cook up complex event requirements including large hotel room blocks, VIP ground transportation, group air travel, and third-party/non-associate attendee management for high-profile events
• Support international event logistics including awareness of shipping, customs, and international venue coordination requirements; experience in these areas strongly preferred
• Support a variety of associate events, including internal events hosted within company café and office environments
• Develop, lead, and refine event processes, activities, and sourcing strategies to align with organizational objectives
• Sources, negotiates and secures venues, meeting space, sleeping rooms, catering, audio visual, air and ground transportation, and related supplier contracts
• Partner with internal Legal Contract Services and Procurement teams on contract review and negotiation processes
• Build and sustain collaborative relationships with customers and suppliers to optimize operational and financial performance
• Collaborate cross-functionally with teams including Food & Beverage, Facilities, Asset Protection, International Communications, Housekeeping, and other operational support groups
• Manage complex customer, supplier and operational issues requiring independent judgment, analysis, and solution development
• Demonstrate the ability to influence stakeholders and manage customer expectations while balancing operational and financial requirements
• Plan and execute communication strategies to ensure accurate and timely information flow to stakeholders and suppliers
• Ensure timely reconciliation of meeting expenses, travel expenses, reporting and payment processing while maintaining accurate budget tracking
• Support departmental reporting, special projects and supplier relationship management activities as needed
• Maintain professionalism and composure while supporting high-visibility events and senior leadership audiences

Requirements

• Self-motivated, self-starting professional capable of working independently while managing multiple priorities
• Strong customer relationship management and stakeholder influence skills
• Cross-functional collaborator who works in a values-based, ethical, and professional manner
• Excellent verbal and written communication, facilitation, and presentation skills
• Strong interpersonal skills rooted in professionalism and emotional maturity
• Decisive problem solver with strong analytical and organizational skills
• Ability to proactively plan event logistics, identify risks and implement effective solutions
• Strong negotiation, contracting, and supplier management capabilities
• Ability to effectively manage customer engagements and supplier relationships simultaneously
• Proven ability to improve and streamline processes while driving operational consistency and change management
• Ability to execute tasks accurately, thoroughly, and calmly in a fast-paced environment
• Creative thinker with strong attention to detail and customer experience
• Agile and willing to take on evolving responsibilities as business needs require
• Ability to work extended hours, including evenings and/or weekends in support of events
• Ability to travel domestically and internationally as required

Qualifications

• Bachelor’s Degree and/or equivalent experience preferred
• 5+ years of experience in meeting and event planning
• Experience supporting international meetings, travel and event logistics required
• Experience with shipping, customs coordination and international operational requirements preferred
• Experience managing third-party/non-associate travel logistics for high-profile events preferred
• Previous procurement or sourcing experience with demonstrated ability to negotiate, draft, edit and manage supplier contracts preferred
• Previous experience coordinating air and ground transportation logistics required
• Certified Meeting Professional (CMP) or equivalent required or extensive professional experience
• Experience partnering with senior-level leaders within a matrix organization required
• Strong PC skills with proficiency in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook